Autotask Invoices to QuickBooks Online setup

Controls whether invoices should be processed into QuickBooks Online automatically.

• Sync invoices - This is the default setting. The app will make a call to Autotask PSA to see what invoices are available for transfer based on the invoice numbering settings at regular intervals.
• Do not sync invoices: This setting pauses the sync. The integration does not check for invoices ready for billing, and Autotask PSA does not process invoices into QuickBooks Online. Select this setting before using the Sync Invoices Now tool.
• Sync next batch of invoices and then turn off sync: useful for doing batch invoice "runs". The integration waits until one or more invoices are available to sync, runs the sync for the available invoices, and then changes this setting back to Do not sync invoices.

Enter the number of calendar days that QuickBooks Online should go into the past to retrieve unsynced invoices. The default is 14 days.

NOTE  Best Practice is to extend the date range, in case anything got missed.

Select the method that QuickBooks Online should use to number invoices.

• Let QuickBooks auto-generate an invoice number: This is the default setting. The invoice number field in Autotask PSA will be blank initially. Once the invoice has synced to QuickBooks Online, the QuickBooks invoice number populates. For this setting to work correctly, you must have invoice numbering disabled in Autotask PSA
• Use the invoice number in Autotask if available: The invoice number in QuickBooks Online will be the invoice number assigned in Autotask PSA.
• Use the Autotask Invoice ID: The invoice ID in QuickBooks Online will be the same as the invoice ID in Autotask PSA.

When this setting is enabled, invoices in QuickBooks will be voided if they are voided in Autotask. The default setting is No.

Enter the number of calendar days that QuickBooks Online should go into the past to retrieve voided invoices. The default is 14 days.

Select the field in Autotask that QuickBooks Online should use to match to the product or service name in QuickBooks Online for invoice creation. At initial synchronization, Autotask will send an email report with the results of the match to your designated QuickBooks Online mailbox. The name of the billing code in Autotask PSA must match the name of the item in QuickBooks for them to map to each other.

• Billing Code Name: Items on an invoice would match the item in QuickBooks based on the name of the billing code for the item in Autotask. For example, a labor entry on an invoice used the billing code "After Hours." Upon transfer, the invoice would only match if the corresponding item in QuickBooks was also named "After Hours." "After-Hours" would not match.
• Billing Code External Number: The External Number field on a Billing Code in Autotask PSA is an optional field. If you select this option and populate the External Number field on the Billing Code, QuickBooks will look at that and attempt to match the External Number field back to an item in QuickBooks.
• Use the Billing Code External Number but use the Billing Code Name if External Number is blank: QuickBooks will first look to see if the External number is populated and will attempt to match back to an item in QuickBooks. If the External Number is blank, it will look at the Billing Code Name.

Refer to BEST PRACTICE: Use the Autotask billing code External Number to match with product and service items in QuickBooks Online to help you decide.

NOTE  Use the utility Compare Billing Codes and Items to generate the comparison report of Billing Codes to QuickBooks Online items before you begin syncing so you can make adjustments as needed. Refer to Compare billing codes and items.

Select which option QuickBooks Online should use when creating an invoice where the billing item does not already exist in QuickBooks Online.

• Create the item in QuickBooks: If the item on the invoice does not exist in QuickBooks, Autotask will create it under the income account specified in the following setting.
• Use default QuickBooks item named "Autotask:" If the item on the Autotask PSA invoice does not exist in QuickBooks, QuickBooks will assign a default item called Autotask.
  • The following error will be received if they have this option selected, but do not have the item "Autotask" created in their QuickBooks: "Reason: That default item 'Autotask' does not exist in QuickBooks Online."
• Error - Do not create the invoice: The invoice transfer will fail. You must set up the matching item in QuickBooks Online and re-send the invoice.

Select the income account to which QuickBooks online should assign new items created in QuickBooks Online.

This setting allows the invoice Online Payment Credit Card flag to be checked ONLY if the customer associated with the invoice has a default Payment method set up in their Customer Details in QuickBooks. If no default payment method is set up for the customer, the check box will be disabled, and the customer will not be able to pay by credit card.

This allows you to be more selective with the permission to pay by credit card.

This setting controls whether payments should be processed into Autotask PSA automatically.

• Sync payments - default setting: The integration periodically checks for payments against invoices have been made and processes them to Autotask PSA. The default setting is the preferred option in most cases.
  • If you have applied a single payment to multiple invoices in QuickBooks, the payment may not be explicitly associated with a single invoice number. If the integration cannot match a payment to a single invoice number, QuickBooks will not transfer payment data to Autotask PSA.
  • The integration does not process payments into Autotask PSA when 'sync payments' is turned off. Payments made when "Sync payments" is turned off, or when the user account is locked will be missed. For example, if the "Sync payments" feature is turned off for 21 days, from March 1 through March 21. When you turn it on again, the integration checks back 14 days into the past (as specified in the "Calendar days in the past..." setting), that is, from March 21 back through March 8. It processes any invoice payments that occurred during those 14 days. It does not check for, or process, any invoice payments that came across earlier than March 8.
• Do not sync payments: This setting pauses the automatic processing of payments from QuickBooks Online to Autotask PSA.

If you would like to map the Autotask purchase order number to a custom QuickBooks invoice field, you must first enable the field in QuickBooks. Refer to Enabling custom fields in QuickBooks Online Organization Settings.

Then, map the Purchase Order Number field to the QuickBooks custom field by selecting it in the dropdown field.

• You must use invoice-level class tracking to track invoices by QuickBooks Online classes. The integration cannot use row-level tracking because QuickBooks Online does not support grouped billing items.
• The class specified here will apply to any invoice that has not been assigned to another class, either manually or via mapping to Autotask PSA Lines of Business.

If you have configured invoice-level Classes in QuickBooks online, specify the class to which all invoices will be assigned, unless a line of business is mapped to a different class.

• By default, the customer message field on the QuickBooks Online invoice contains a date range and other miscellaneous items, depending on the Autotask PSA invoice. To hide this data on the invoice and leave the customer message field empty, select this checkbox.
• The date range that populates in this field comes from the Invoice Date Range From and Invoice Date Range To (either in the invoice wizard or under process invoices). You would need to clear that date range each time. If you do not want to uncheck this setting and do not want the date range to show, you should clear this field.

NOTE  Any larger differences in invoice totals will be treated as error, triggering an email and a log entry.

Invoices in Autotask totaling $0 can now be synced or suppressed from syncing to QuickBooks. The default behavior is to sync such invoices.

Select this check box to suppress $0 invoices from being transferred.

Cleared by default. You may want to use this feature if you use pre-paid billing features in Autotask.
QuickBooks uses the Autotask billing item rate calculation "Qty x Rate". There are times, typically when pre-paid items are included, that the "Qty x Rate" calculation differs from Item Total.

Select this check box if you want the integration to recalculate the rate for QuickBooks Online so that the totals match.

When you enable this setting, QuickBooks will automatically email the invoices as soon as the transfer occurs, if one of the following applies:

• If the customer is already set up in QuickBooks (does not need to be created along with the invoice), QuickBooks will use the customer's billing email.
• If the customer is not yet set up in QuickBooks or does not have a billing email address, QuickBooks will use the email of the ​primary​ customer contact in Autotask.
• If no billing address can be determined, the invoice is created, but will not be emailed.

This setting applies to all new invoices going forward. If an email address is available for some customers and not others, there is no option to mail invoices to just certain customers.

Select the address that QuickBooks Online will use as the invoice shipping address when generating invoices. QuickBooks uses the shipping address location when AST calculates sales tax based on destination taxation.

Currently, the invoice shipping address is a global setting; you cannot set this address at the organization level. Refer to Invoice shipping address settings for automated sales tax calculation. More information is available for this setting when you save settings and review the settings page, including a link to information from Intuit.

• Use the Organization Address for My QuickBooks organization, that is, the organization whose QuickBooks account you are using (as defined in the QuickBooks Organization settings)
• Use the Autotask Organization address, that is, the main address for the Autotask Organization the invoice will be sent to
• Use the Autotask Organization Billing Address, that is, the Billing Address specified by the Autotask Invoice Settings for the Organization the invoice will be sent to. Refer to The Invoice settings tab and page.

If you use lines of business you can map them to classes in QuickBooks Online.

• Default - sync all (no filtering/mapping): Use this setting to transfer all invoices to QuickBooks online, without mapping.
• sync & map specific line(s) of business: Use this setting to transfer all invoices to QuickBooks online, and map specific lines of business to specific QuickBooks classes. If an invoice has items that belong to multiple lines of business, Autotask will ignore it.
• In Account and Settings in QuickBooks Online Account and Settings > Advanced > Categories, you must update the selection for Assign Class to One to an entire transaction. Setting it to One row in each transaction will not populate LOB on the invoice in Autotask.

IMPORTANT  If you don't use filtering, you cannot map lines of business to classes.

NOTE  To re-map lines of business, select the default and save, then remap. This will reliably clear the previous mappings.

This option generates a report that compares billing codes and QuickBooks Online Items. When the tool finds a match, it shows discrepancies between the matched billing code and billing item, and the missing item in QuickBooks Online. Autotask PSA will send The report as an email message to your designated QuickBooks Online mailbox, along with an attached CSV version.

This tool will copy missing billing code information found with the Show Comparison tool from Autotask PSA to QuickBooks Online. Autotask PSA will send a report to your designated QuickBooks Online mailbox.

Select the Billing Code field to compare to QuickBooks Online Items when generating the report.

• To check what field you specified in your settings, return to the Check Settings page. 
• If you prefer, select the Billing Code Name or Billing Code ID, regardless of what option you specified in your settings. 
• You can also choose to use the External ID to compare and, if a billing code has no data in the External ID field, use the Name field.

Select which invoice numbering option the integration should use to number the invoices waiting to be processed.

IMPORTANT  If your invoice numbers will be generated by QuickBooks Online, Autotask invoice numbering should be turned off. Refer to Next invoice number (leave blank to disable automatic numbering).

Select this option to save the invoice copy in QuickBooks Online even if the invoice has already transferred. You may need to go into QuickBooks Online and void or delete any older instances of the invoice. If you do not select this checkbox and the invoice already exists in QuickBooks, the integration does not create a new copy. The summary report indicates that the copy failed; no data was saved to QuickBooks Online because it did not overwrite the original invoice.